Download Maximize Efficiency of Response Teams

WHITEPAPER
FIVE WAYS TO MAXIMIZE THE
EFFICIENCY OF MEDICAL RESPONSE
TEAMS: ADVANCING CRITICAL CARE
WITH SMART COMMUNICATIONS
Evolution Of Response Teams In Healthcare
Historically, hospitals have dispatched response teams to react to serious
medical emergencies such as cardiac arrest, obstetric interventions or
traumatic events, providing critical care expertise to patients outside a
critical care unit. Commonly known as Rapid Response Teams (RRTs) or
Medical Response Teams (MRTs), these groups of specialized clinicians have
become an increasingly important part of patient care in hospitals.
In the past decade, however, the role of response teams has expanded from
reacting strictly to critical patient events to proactively responding to
patients with high-risk characteristics. The aim of this deployment is to
identify patients at risk sooner so as to prevent a catastrophic medical event.
To do this, some hospitals establish physiological measurements and
observational indices to help identify those patients potentially at risk1. For
example, a significant rise or drop in blood pressure or heart or respiratory
rate could trigger the dispatch of an RRT. Some studies have indicated that
such accelerated responses by specialized clinical resources can result in
improved patient health and safety.
Expanding the role of response teams for at-risk patients, of course, means
an increase in the frequency of their dispatch. Since these responders are
specialized personnel, efficient management of these teams is vital in order
to make appropriate use of their time and expertise.
Five Approaches for Optimal Response
The key to that effective use is communication – both to the teams and
among their members. This paper looks at communication from the point
of view of dispatch, focusing on five simple approaches hospitals can put in
place to ensure they are doing their utmost to maximize the positive impact
of RRTs in their facilities.
1. AUTOMATE RESPONSE TEAM DISPATCHING
The fact is that many emergency notification systems fall short of superior
service, as they are limited to one-way mobile alerts or depend entirely on
a manual escalation process.
Emergency response is a complex task, involving communication with
WHITEPAPER: FIVE WAYS TO MAXIMIZE THE EFFICIENCY OF MEDICAL RESPONSE TEAMS
Automation of RRT dispatch
Reduces risk of error and time required to assemble
teams.
Utilizes emergency resources more efficiently.
Enhances patient safety through faster response to
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multiple team members acting under extreme time pressure. In such an
atmosphere, the risk of error always is present, particularly if manual intervention is required to assemble RRTs. Thus, in these situations, traditional
notifications systems with one-way notification and call lists can result in
confusion and inefficiency.
critical events.
Enables hospitals to better document and improve
emergency response performance.
The key to improving response time and team coordination during a fastmoving crisis is an automated approach that delivers alert messages with
clear instructions, sent directly to the clinician’s mobile handset, greatly
increasing the likelihood of an effective and timely response. Automating
dispatch of RRTs is an important element in mission-critical communication,
and specially designed software can help deliver the right resources quickly to a specific location.
The process begins with the advance creation of RRTs, based on the clinical
skills needed to address specific situations. This eliminates any guesswork
and ensures appropriate resources are summoned. Predefined teams then
can be dispatched much more quickly than with a call list, where team
members must be contacted sequentially. With an automated system,
response team members can be contacted immediately via predefined messaging through their preferred mobile device. Or, if desired, an operator
easily can create a new team message from scratch.
Not only can specific events and team members be predefined, but also
locations. As an example, a trauma team can be predefined for the
Emergency Department (ED). If an incoming patient is being transported to
the ED by ambulance, a trauma RRT can be notified and ready to go when
the patient arrives. Automating the dispatch of RRTs saves time and makes
certain specialized resources are available when and where they are needed.
2. UTILIZATION OF TWO-WAY, INTERACTIVE COMMUNICATION
Not only is it important to contact response team members quickly, it is
essential that team members have the ability to respond with their availability. Two-way communication allows team members to reply to an alert
message on their mobile devices. Receiving timely acknowledgements is
crucial, especially if escalation is required. An automated system should
quickly interpret responses and accurately determine the next step. When
a clinician is busy or unable to respond in a predetermined time frame, an
alert message sent promptly to a predefined backup keeps the process
moving forward.
Many on-site wireless and smart devices and some pagers support two-way
communication, and hospitals should ensure that mobile devices used by
team members support intelligent information exchange.
3. AUTOMATION OF ESCALATION
When a patient is at risk, every second counts. Assuring consistent response
to emergencies requires close coordination and well-timed communication.
WHITEPAPER: FIVE WAYS TO MAXIMIZE THE EFFICIENCY OF MEDICAL RESPONSE TEAMS
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Escalation automation enables a repeatable process, thereby reducing the
risk of error and time required to assemble teams. It eliminates reliance on
manual intervention and dependency on individual actions. Premier systems
provide conditional response options allowing escalation to proceed swiftly. Conditional responses can be tailored to specific events, each generating
differing actions based on the specific situation.
Backups should be predefined for each specific RRT. If a team member is
unavailable, a new alert message should automatically be directed to a
backup. Situational awareness is an important element in managing the
process. Thus, today’s leading software solutions enable the operator initiating an event to follow progress start to finish on his or her desktop client.
All alert message responses are tracked and shown as the event progresses.
As a safeguard, an operator also has the option to intervene if the process
is not proceeding as expected.
4. INTELLIGENT COMMUNICATION FOR EVENTS
Rapid response team communication should provide
an easy response capability.
The key to improving response time and team
coordination during a fast-moving crisis is an
automated approach that delivers alert messages with
clear instructions, sent directly to the clinician’s mobile
handset, greatly increasing the likelihood of an
effective and timely response.
Sending out alert messages for an emergency event is just the start of effectively managing the entire notification process. Intelligent communication conveys all the information necessary to ensure team readiness. Team
members need to know not only where to go but what to bring with them,
such as a crash cart for a cardiac arrest. Thus, an alert message should
include detailed instructions on what equipment is required. A robust emergency notification system enables response teams to be more productive
by helping them better understand event requirements. This saves time
and shortens the response interval.
That’s why more and more facilities are turning to systems that help them
build predefined response teams for specific events and locations. This
process includes predefined text messages with location information and,
if desired, precise instructions. An operator has the option to send a predefined event message as is or to customize the message content based
on circumstances. An operator also can follow up the original alert message
with additional event details or requirements, as they become known.
5. FLEXIBLE ADMINISTRATION
Operational flexibility is a key component of any automated system that
dispatches and manages rapid response teams. The ability to centralize or
decentralize dispatching operations is essential to efficiency.
In a multi-facility environment, for example, it may be appropriate to
centralize operations rather than have multiple locations that perform overlapping functions. During peak hours, a decentralized dispatching approach
might be needed to accommodate demand.
A notification system should fit how the organization works and accommodate fluctuating demand on-the fly. This flexibility ideally can free up
resources and result in greater productivity. Today’s most sophisticated
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maximum flexibility in assigning their resources as appropriate – and changing them quickly as needed.
SUMMARY
Building a dependable emergency notification system requires automating
the notification process, ensuring escalation occurs swiftly and providing
flexible operational options. Immediate and precise communication is crucial
to reducing risk and responding appropriately to life-critical situations.
Today’s healthcare facilities require software solutions that enable reliable
and efficient coordination while automating communication flow – getting
the right information to the right people within seconds.
1.
Duncan, Kathy D.; McMullan, Christine; Mills, Barbara M.; Early Warning Systems: The Next Level Of Rapid Response, Nursing2014, published February 2012, Volume 42,
Number 2, Pages 38 – 44.
Distributed by:
Ascom Wireless Solutions
P.O. Box 8783 SE-402 76 Göteborg, Sweden
T +46 31 55 93 00 | F +46 31 55 20 31
M0292101 Ver A
References
February 2014
About Ascom Wireless Solutions
Ascom Wireless Solutions (www.ascom.com/ws) is a leading provider of
on-site wireless communications for key segments such as hospitals, senior
care, independent living, manufacturing industries, secure establishments,
retail and hotels. More than 75,000 systems are installed at major companies all over the world. The company offers a broad range of voice and
professional messaging solutions, creating value for customers by supporting and optimizing their Mission-Critical processes. The solutions are based
on VoWiFi, IP-DECT, nurse call and paging technologies, smartly integrated
via Ascom Unite into existing enterprise systems. The company has subsidiaries in 11 countries and 1,200 employees worldwide. Founded in 1955
and based in Göteborg, Sweden, Ascom Wireless Solutions is part of the
Ascom Group, listed on the Swiss Stock Exchange (ASCN:SIX).
© Ascom (Sweden) AB
About Ascom Unite Alarm Agent
Unite Alarm Agent is a software application for managing and dispatching
emergency response teams in hospitals. The Ascom solution is built with
advanced functionality including automated alert messaging, response
team tracking and pre-defined escalation chains. When an emergency occurs, Unite Alarm Agent sends out alert messages to the relevant emergency team members, quickly mobilizing resources. Alert messages are sent
directly to the team member’s mobile device, providing them precise instructions on where to go and what to bring along. Once alert messages are
directed to the proper response team members, automated response tracking ensures a quick reaction or escalation. If an alert message times-out due
to no response or a team member indicates their inability to respond, Unite
Alarm Agent quickly generates a new alert message to an appropriate back
up. Pre-defined escalation procedures help minimize latency and the risk of
human error.